The workload calculation in awork is the most accurate calculation you can currently find in a work management tool. 🙌
Of course, there are always special cases and special rules that even we do not yet cover, but we are working specifically on improving the planning step by step.
The 10 principles of workload calculation
1 Only the future
The workload view only looks at today and the future. The past is distorted by completed tasks and projects.
2 Nested planning levels
There are three planning levels: projects (coarse), tasks in timeline (medium), tasks in calendar (fine).
These planning levels are nested from coarse to fine and can therefore be used super together without double glazing.
This means concretely: If a user is busy with 10h on a project and with 5h on a task of the project, the total is only 10h busy. 5h distributed on the task and the remaining 5h on the project.
3 Calendar always counts
Everything in the calendar (appointments & tasks in the calendar) is directly considered as workload.
4 Even distribution
The scheduled workload of projects and tasks is evenly distributed over the available days over whose time range they span.
Tasks in the calendar affect only the day they start (start time).
Projects and tasks that do not have a time range (start & end time) have no direct impact on workload. However, tasks with scheduled workload and no time range can reduce the remaining workload of a project.
5 Workload does not reduce by itself
The workload of a task or project is pushed into the future when the start and end dates are around today and time is progressing. The planned workload does not disappear just because time passes (see the following points).
6 Time tracking is deducted
To accurately represent the progress of a project or task, the evenly distributed workload (by tasks or projects) is reduced by the recorded time. To avoid duplicate subtraction due to any existing tasks in the calendar (which are also subtracted), past calendar entries are ignored and only the actual recorded time is subtracted.
7 Completed Tasks & Projects
Completed tasks and projects do not affect the workload, but projects that have not yet started and the tasks of projects that have not yet started do (since it makes sense to use them for planning already). The time by which a completed task reduces the remaining budget of the project (rule 2) is the recorded time (if any was tracked). If no time was tracked on this task, the remaining budget of the project is reduced by the higher value of the planned effort and the sum of the scheduled task in the calendar.
8 Planned effort is distributed evenly among users
If multiple users are assigned to a task, the remaining workload (if tasks in the calendar, recorded time, etc. are already subtracted) is distributed equally among all of them.
9 Absences reduce available days
An absence removes the available work days (full days only). These days are left out when distributing the planned effort of projects and tasks, similar to weekends. However, appointments and tasks in the calendar that are on absent days will still show as workload assignments on those days.
10 Parallel calendar entries are not counted twice
If multiple appointments and/or tasks in the calendar are in parallel, i.e. the times overlap, then only the covered hours on that day will be calculated as workload.